Will report to a wonderful COS
The Administrative Assistant to the Executive Chairman holds a prominent and visible role, representing the pinnacle of professionalism. This position demands unwavering organization, meticulous attention to detail, and the ability to efficiently manage multiple concurrent tasks with precision. An essential quality is the capacity to maintain discretion and excel in high-pressure situations.
ESSENTIAL FUNCTIONS:
• Arrange and manage a high volume of personal and business domestic and international travel, including transportation and accommodation through travel agencies or select vendors. Partner with Corporate and Estate Staff, including, but not limited to Estate Assistants, aircraft Pilots, and vessel Captains on travel anticipations, needs, and changes. Conduct research on hotels and restaurants, particularly during travel arrangements. • Oversee the general management of the Executive office, ensuring it is organized, well-supplied, and efficient, including office and kitchen essentials. Maintain the entire Executive office, including submitting work orders for housekeeping and engineering (Executive Office, dining room, Executive kitchen, boardroom, and Executive Hallway) • Support the Executive Assistant with incoming and outgoing communications on behalf of the Executive Chairman, including phone calls, emails, messages, screening and prioritizing messages and requests. Sort and distribute incoming correspondence from USPS, UPS, FedEx, and emails. Pack and send shipments via FedEx and TLC • Prepare materials, agendas, and any necessary documents for meeting. Organize meeting logistics and special events as required, coordinating with company’s Concierge for assistance • Organize and maintain files, retrieval of documents, records, and reports, ensuring confidentiality and efficiency • Maintain a high level of discretion and confidentiality regarding sensitive information, decisions, and discussions • Assist in planning and coordinating internal and external events, meetings, and special functions, including but not limited to ordering supplies, creating menus, and sending invitations • Assist with special projects, research, and presentations as needed. Make lunch and dinner reservations for both professional and personal purposes • Update contact databases as needed • Run errands when necessary • Provide support to other members of the executive office, as needed and as directed by the Executive Assistant. Serves as the backup to Executive Assistant as necessary• Any other tasks as provided by the supervisor or executive office
MINIMUM REQUIRED QUALIFICATIONS:
• Exemplify a personable, polished, and highly professional demeanor, consistently maintaining a positive and upbeat attitude • Demonstrate a remarkable ability to handle confidential information with the utmost discretion • Exhibit a keen eye for detail, ensuring precision in all tasks and communications • Possess exceptional communication skills, both written and verbal, enabling effective interaction at all levels • Adept at multitasking, efficiently prioritizing workloads, and emphasizing the importance of diligent follow-up • Demonstrated ability to solve problems and navigate interpersonal dynamics effectively • Proficiency in various computer applications, including MS Office and PowerPoint. Familiarity with social media platforms (e.g. Twitter/X, Instagram, and various apps), the ability to manage international phone plans on iPhone and iPad, and facilitate tasks like movie downloads • Possess extremely organizational, project and time management skills to ensure smooth operations. Acute attention to detail and efficient follow-up • Thrives under pressure, maintaining a composed and professional demeanor • Proactive, approachable, and solution-focusedAdministrative Assistant to the Executive Office of Chairman • The Grove, Los Angeles, CA
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